Regarding Trademarks
Microsoft Windows is a registered trademark of Microsoft Corporation in the U.S. and/or other countries.
All other brand and product names herein are registered trademarks or trademarks of their respective companies.
Examples of the operations given in this guide support the Windows 7 printing environment. Essentially the same
operations are used for Microsoft Windows Vista, Windows XP, Windows Server 2003, and Windows Server 2008
environments.
Table of Contents
Chapter 1
Quick Start
Starting and Logging In .................................................................................................................
Editing Authentication Options ......................................................................................................
Device Discovery ..........................................................................................................................
Adding Devices .......................................................................................................................
Automatic Device Discovery ....................................................................................................
Excluded Devices ....................................................................................................................
Host Discovery ..............................................................................................................................
Activating Host Services ..........................................................................................................
Adding Hosts ...........................................................................................................................
Automatic Host Discovery .......................................................................................................
Excluded Hosts .......................................................................................................................
User Interface ...............................................................................................................................
Main Menu ...............................................................................................................................
My Views Pane ........................................................................................................................
Default Views Pane .................................................................................................................
Device List Pane ......................................................................................................................
Closing the Application Window ....................................................................................................
Chapter 2
1-1
1-1
1-2
1-2
1-3
1-3
1-4
1-4
1-5
1-5
1-6
1-6
1-7
1-7
1-7
1-7
1-8
View Management
View As .........................................................................................................................................
Default Views ................................................................................................................................
Map View .................................................................................................................................
My Views .......................................................................................................................................
Adding a New Folder to My Views .................................................................................................
Renaming a Folder or View ...........................................................................................................
Removing a Device, Account, or Host from View ..........................................................................
Searches .......................................................................................................................................
Searching ................................................................................................................................
Advanced Searching ...............................................................................................................
Dynamic View ...............................................................................................................................
Adding a Dynamic View ...........................................................................................................
Manual View .................................................................................................................................
Adding a Manual View Using Selection ...................................................................................
Folder Reports ..............................................................................................................................
Creating and Exporting a Folder Report ..................................................................................
Updating a View ............................................................................................................................
Exporting a View to a File ..............................................................................................................
Exporting a List to a File ................................................................................................................
Duplicating a View .........................................................................................................................
Renaming a View ..........................................................................................................................
Deleting a View .............................................................................................................................
Resizing the View Areas ...............................................................................................................
2-1
2-1
2-2
2-3
2-3
2-3
2-4
2-4
2-4
2-4
2-5
2-5
2-6
2-6
2-6
2-6
2-7
2-7
2-7
2-7
2-8
2-8
2-8
Chapter 3
Device
Device Properties .......................................................................................................................... 3-1
Displaying Device Properties ................................................................................................... 3-1
Displaying Device Home Page ...................................................................................................... 3-2
Administrator Login ....................................................................................................................... 3-2
Address Book ................................................................................................................................ 3-2
Adding Contacts ...................................................................................................................... 3-3
Adding Groups ........................................................................................................................ 3-3
Adding a Contact to a Group ................................................................................................... 3-3
Deleting Contacts and Groups ................................................................................................ 3-3
Editing Contacts and Groups ................................................................................................... 3-4
Copying Contacts and Groups ................................................................................................ 3-4
Searching the Address Book ................................................................................................... 3-4
One Touch Keys ...................................................................................................................... 3-4
Device View Printer Installation ..................................................................................................... 3-6
Installing Printer Drivers in Device View .................................................................................. 3-6
Uninstalling Printer Drivers in Device View .............................................................................. 3-7
Upgrading Printer Drivers in Device View ................................................................................ 3-7
Device Users ................................................................................................................................. 3-7
Adding Device Users ............................................................................................................... 3-8
Searching the Device User List ............................................................................................... 3-8
Setting a Simple Login Key ...................................................................................................... 3-9
Searching the Simple Login Key List ....................................................................................... 3-9
Jobs .............................................................................................................................................. 3-9
Showing Job Detail ................................................................................................................ 3-10
Exporting the Job Log ............................................................................................................ 3-10
Searching a Job List .............................................................................................................. 3-10
Stored Jobs ................................................................................................................................. 3-10
Viewing Stored Jobs .............................................................................................................. 3-11
Printing Stored Jobs .............................................................................................................. 3-11
Printing a Stored Job List ....................................................................................................... 3-11
Deleting Stored Jobs ............................................................................................................. 3-11
Searching Stored Jobs .......................................................................................................... 3-12
Document Box ............................................................................................................................ 3-12
Viewing and Editing a Document Box .................................................................................... 3-12
Adding a Document Box ........................................................................................................ 3-13
Exporting a Document Box List ............................................................................................. 3-13
Document Properties ............................................................................................................. 3-14
Document Views ................................................................................................................... 3-14
Downloading a Document ..................................................................................................... 3-14
Searching a Document Box ................................................................................................... 3-14
Moving Documents Between Document Boxes ..................................................................... 3-14
Virtual Mailbox ............................................................................................................................ 3-14
Viewing Virtual Mailboxes ...................................................................................................... 3-15
Deleting Virtual Mailboxes ..................................................................................................... 3-15
Exporting a Virtual Mailbox List ............................................................................................. 3-15
Advanced Virtual Mailbox Options ......................................................................................... 3-16
Adding a New Virtual Mailbox ................................................................................................ 3-16
Editing a Virtual Mailbox ........................................................................................................ 3-17
Device Notification Settings ........................................................................................................ 3-17
Setting a Device Notification ................................................................................................. 3-17
Advanced Menu .......................................................................................................................... 3-18
Authentication Settings .......................................................................................................... 3-18
Network Groups .................................................................................................................... 3-21
TCP/IP Send Data ................................................................................................................. 3-23
ii
User Guide
Chapter 4
3-23
3-23
3-24
3-25
3-25
3-26
3-26
3-26
Account
Administrator Login ....................................................................................................................... 4-1
Adding Account Devices ............................................................................................................... 4-1
Creating a New Account ............................................................................................................... 4-1
Account Properties ........................................................................................................................ 4-2
Device Accounts ........................................................................................................................... 4-3
Account Devices ........................................................................................................................... 4-3
Viewing Accounts and Devices ..................................................................................................... 4-3
Exporting Account Information to a File ......................................................................................... 4-3
Counter Reports ............................................................................................................................ 4-4
Automatic Counter Reset ........................................................................................................ 4-4
Creating a Counter Report ...................................................................................................... 4-4
Viewing and Changing Counter Report Settings ..................................................................... 4-4
Manage Device ............................................................................................................................. 4-5
Managing an Account Device .................................................................................................. 4-5
Hiding or Showing Unmanaged Devices ................................................................................. 4-5
Reset Counters ............................................................................................................................. 4-5
Resetting Job Accounting Counters ........................................................................................ 4-5
Accounting Notification Settings .................................................................................................... 4-5
Setting an Accounting Notification .......................................................................................... 4-6
Device Accounting Settings .......................................................................................................... 4-6
Accessing Device Accounting Settings ................................................................................... 4-6
Enabling or Disabling Job Accounting ..................................................................................... 4-6
Selecting Media Type Counters .............................................................................................. 4-7
Handling Errors ....................................................................................................................... 4-7
Setting Permit Processing and Copy Counter ......................................................................... 4-8
Accounting Multi-Set ..................................................................................................................... 4-8
Setting Multiple Accounting Devices ....................................................................................... 4-8
Selecting Accounting Settings in Multi-Set .............................................................................. 4-8
Selecting Accounting Source Settings ..................................................................................... 4-9
Export .......................................................................................................................................... 4-10
Exporting Account ID List ...................................................................................................... 4-10
Exporting Counter Information ............................................................................................... 4-11
Exporting Accounting Information .......................................................................................... 4-11
Chapter 5
Host
Adding Queues .............................................................................................................................
Common Settings Options .......................................................................................................
Conflicts Options .....................................................................................................................
Editing a Queue Name ..................................................................................................................
Host View Printer Installation ........................................................................................................
Allowing the Print Spooler to Access Client Connections ........................................................
Allowing a Remote Administration Exception ..........................................................................
Installing Printer Drivers in Host View ......................................................................................
Upgrading Printer Drivers in Host View ...................................................................................
Uninstalling Printer Drivers in Host View .................................................................................
Installing Additional Drivers .....................................................................................................
5-1
5-1
5-2
5-2
5-3
5-3
5-3
5-4
5-4
5-5
5-5
iii
Chapter 6
Communication Settings
Setting Device Communications ...................................................................................................
TCP/IP Port ...................................................................................................................................
Setting the Port Number in Command Center .........................................................................
Communication Timeout ...............................................................................................................
SNMP Communication Retries .....................................................................................................
Secure Protocol Settings ...............................................................................................................
Login Settings ...............................................................................................................................
Account Polling Settings ...............................................................................................................
Device Polling Settings .................................................................................................................
Chapter 7
6-1
6-1
6-1
6-2
6-2
6-2
6-2
6-2
6-2
Multi-Set
Setting Multiple Devices ................................................................................................................
Selecting Settings in Multi-Set ......................................................................................................
Creating Settings From a Device .............................................................................................
Creating a Multi-Set Settings Template ...................................................................................
Creating New Settings .............................................................................................................
Overwriting Settings ................................................................................................................
Chapter 8
5-6
5-6
5-6
5-7
5-7
7-1
7-1
7-2
7-2
7-3
7-3
Firmware Upgrade
Firmware Upgrade Risks ............................................................................................................... 8-1
Upgrading the Firmware ................................................................................................................ 8-1
Finishing Options .......................................................................................................................... 8-2
Chapter 9
Workspaces
Adding a New Workspace .............................................................................................................
Opening an Existing Workspace ...................................................................................................
Import and Export Workspaces .....................................................................................................
Importing a File to a New Workspace ......................................................................................
Exporting a Workspace to a File ..............................................................................................
Viewing Recent Workspaces ........................................................................................................
9-1
9-1
9-2
9-2
9-2
9-2
Chapter 10 Options
Editing E-mail Options .................................................................................................................
Editing Authentication Options ....................................................................................................
Editing Device Polling Options ....................................................................................................
Editing SNMP Trap Options ........................................................................................................
Editing Account Polling Options ..................................................................................................
iv
10-1
10-1
10-2
10-2
10-3
User Guide
1 Quick Start
Many features are available to help you organize and monitor network device
information.
These features are available for starting the application, discovering devices,
and getting familiar with the user interface.
If you have administrator rights, your last saved workspace appears and you
can proceed with your tasks. If you have administrator rights, and you are
starting the application for the first time, proceed to step 4.
If you do not have administrator rights, the network administrator must set up a
user login password for you. If no password has been set up, the application
does not start, and an access error message appears.
Type your password in the login text box, and click OK. A password is a
maximum of 32 characters. A blank password is allowed.
If your submitted password is accepted, your last saved workspace appears,
unless it is your first time starting the application. If it is the first time, proceed to
step 4.
If the password is not correct, the application displays an error message. If you
incorrectly enter the password three times, an error message appears, and the
application does not start. If this happens, see the network administrator about
your password.
If you just installed the application, and it is the first time you are starting it, a
dialog box appears after you have started and successfully logged in. You are
asked to specify a workspace file. After you specify your workspace file, the
application opens and displays the Add Devices wizard to help you search for
network devices and create the device list.
In the menu bar at the top left of the screen, click Edit > Options. In the
Options dialog box, click Authentication.
1-1
Quick Start
In the New password text box, type a password for a local user. A password is
a maximum of 32 characters. A blank password is allowed.
Device Discovery
Device Discovery is a process that checks networks for printing devices. If new
devices are found, then the application updates its database with information
about the device. This process can be performed manually for single or multiple
devices, or it can be scheduled to run automatically according to a set schedule.
It is also possible to exclude devices from being discovered.
When the application is launched for the first time, or when a new workspace is
opened, the Add Devices wizard automatically launches.
Adding Devices
You can use the Add Devices wizard to add devices to the view list.
For the selected method, complete the wizard and click Finish to begin
discovery.
User Guide
Quick Start
Next to continue through the wizard and select TCP/IP port, SNMP options,
SSL options, and discovery start time.
Click Close to save your changes and close the Scheduled Discovery dialog
box.
Excluded Devices
A printing device can be excluded from the discovery process. This may be
done if the device is not managed by the IT department, or if the device is to be
made not visible for security reasons.
Devices can be restored to the device list by performing Include device.
Excluding a Device from Discovery
This option removes the device from the device list, and displays it in the
Excluded Devices window. Information about the device is not deleted from
the application.
Including a Device
A printing device that was placed in the Excluded Devices window can be
included again. When a device is included, it is available to be found the next
time Discovery is performed.
1-3
Quick Start
Host Discovery
Discovery is a process that checks networks for host computers. If new hosts
are found, the application updates its database with information about the host.
This process can be performed manually for single or multiple hosts, or it can be
scheduled to run automatically according to a set schedule. It is also possible to
exclude hosts from being discovered.
In the Security Catalog dialog box > General tab, click View Signature.
In the Digital Signature Details dialog box > General tab, click View
Certificate.
In the Certificate dialog box > General tab, click Install Certificate.
On the Certificate Store page, select Place all certificates in the following
store and click Browse.
In the Select Certificate Store dialog box, select Trusted Publishers and click
OK.
1-4
On the host and target computers, go to Start > Control Panel > System and
Security > Administrative Tools > Computer Management.
In the WMI Control Properties dialog box, click the Security tab.
Click Security.
User Guide
Quick Start
In the Permissions list, select the Allow check box for Remote Enable.
RPC
On the host and target computers, go to Start > Control Panel > System and
Security > Administrative Tools > Computer Management.
In the Computer Management dialog box, click Services and Applications >
Services.
Adding Hosts
You can use the Add Hosts wizard to add host computers to the view list.
In the Add Hosts wizard, select a method for discovering host computers.
For the selected method, complete the wizard and click Finish to start
discovery.
You can remove a host by selecting it in Host view and clicking Delete Host.
Driver and queue information is also removed. The host is added to the
Excluded Hosts list.
1-5
Quick Start
Scheduling Automatic Host Discovery
You can set a schedule for host discovery.
If there is an existing discovery mode you would like to edit, select it and click
Properties, make your selections to set up a recurring schedule and click
Apply changes.
Click Add to create a new discovery mode. In the Add Host wizard, make your
selections in each page to set up a recurring schedule.
The new Discovery Mode is added to the list. Click Close to save your
changes and exit the Scheduled Host Discovery dialog box.
Excluded Hosts
You can exclude a host from the discovery process. This option removes the
host from the host list, and displays it in the Excluded Hosts window.
Information about the host is not deleted from the application. Do this if the host
is not managed by the IT department, or to remove the host from view for
security reasons.
A host that has been excluded can be restored to the host list.
Excluding a Host from Discovery
You can exclude a host from the discovery process.
Including a Host
A host that was placed in the Excluded Hosts window can be included again.
When a host is included, it is available to be found the next time Discovery is
performed.
User Interface
The user interface is designed to help you quickly get the information you need
about your network devices.
The screen is divided between left and right panes. On the left pane, you can
select which view appears in the device list in the right pane. A view is a
1-6
User Guide
Quick Start
specified organization of columns and rows (list), or a layout (map) of the device
data.
The application offers two types of views: custom views that are listed under the
My Views heading, and standard views defined by the application that are listed
under Default Views.
Main Menu
The main menu is located in the upper left corner of the screen. Basic
operations that affect the application are in this menu. The main menu operates
like a standard Microsoft Windows main menu.
My Views Pane
My Views are located in the left pane of the screen. My Views are lists or maps
you can create from Default Views or other My Views. This lets you customize
the type of information you want to see. My Views are organized in a tree
structure that displays folders and My Views nodes. When you select a My
Views node, the application displays the view (list or map) in the right pane. You
can create folders to organize and manage My Views. Add information to My
Views by clicking View > Add Dynamic View, or View > Add manual view
using selection.
1-7
Quick Start
To hide a column from the view, click any column heading to open the selection
list of columns. Click on a column name that has a check mark next to it that you
want to hide. The column will no longer appear in the view.
Changing the Width of a Column
To adjust the width of a column, position the cursor over the column divider until
you see the double-headed arrow. Click then drag the arrow for the desired
column size. Release the mouse button.
Changing the Position of a Column
To move a column to another position in the view, click on the desired column
heading, then drag it to the desired location. Release the mouse button.
Sorting Rows in the Device List
You can sort the information in the device list. Click the column heading to
change the sort order of the rows in the view, using the data in that column as
the sort criteria. An upward triangle indicates rows sorted in ascending order; a
downward triangle indicates rows sorted in a descending order.
Expanding a Row in the Device List
You can expand a row in the device list to reveal more information about a
device. Click the right-pointing triangle icon in the row of the device for which
you want to see additional information. The row expands to display a 3D
picture of the device with all installed options. Other information about the
device is also displayed, such as model, status, IP address, and print speed.
To collapse the row back to regular device list size, click the triangle icon again.
1-8
User Guide
2 View Management
The application offers two types of views: custom views that are listed under the
My Views heading, and standard views defined by the application that are listed
under Default Views. The default views are:
Device
General view, Capability view, Counter view, Firmware view, Asset
view, Map view
Account
Accounting devices view, Accounts view
Host
Host view, Host driver view, Host queue view
You can create, change, or delete views in My Views. In the Default Views, you
can customize the appearance of the lists, but the changes are not saved after
you leave the view. You cannot make permanent changes to the views in
Default Views.
View As
You can switch to a different view by using the View as feature in the View
menu. Select the view you want to change, click View > View as, and click the
new view from the list.
If the original view is under Default Views, the view switches to the selected
default view.
If the original view is under My Views, the view itself changes to the selected
view. To save the view, click Update View.
This feature is not available for Account views, Host views, or custom account
or host views under My Views.
Default Views
The application provides standard views under Default Views that cannot be
removed or edited. Display name, IP address and Host name are included in
all views except Map view, Accounts view, and all Host views.
In any view except Map view, you can add or remove columns from the table
temporarily. Right-click on the column heading and select or clear the desired
item or items. The modified views are not saved when you switch to a different
view.
The following default Device views are available:
General View
Displays general information, such as display name, IP address, host name,
toner level, description, location, and model name.
Capability View
2-1
View Management
Displays support for various device capabilities, such as color or black &
white, print speed, duplex, total memory, hard disk, scan, FAX, staple,
punch, address book, document box, user list, and job log.
Counter View
Displays the device counters for total printed pages, copier printed pages,
printer printed pages, FAX/i-FAX printed pages, black & white printed pages,
single color printed pages, full color printed pages, total scanned pages,
copier scanned pages, FAX scanned pages, and other scanned pages.
Firmware View
Displays firmware information, including system firmware, engine firmware,
scanner firmware, FAX firmware (Ports 1 and 2), panel firmware, and NIC
firmware version.
Asset view
Displays asset information, including MAC address, serial number, and
asset number.
Map view
Displays printing devices on a background map of your office.
The following default Account views are available:
Accounting devices view
Displays general information and counters for devices that support
accounting.
Accounts View
Displays account information for managed devices, such as counter totals
for print, copy, FAX, and scan.
The following default Host views are available:
Host view
Displays general information about network host computers.
Host Driver View
Displays printer drivers installed on host computers.
Host queue view
Displays the print queues of host computers.
Map View
Use Map view to display printing devices on a background map of your office.
Printing device properties can be viewed and managed from Map view. The use
of an office map helps to visualize the location of devices throughout an office.
Under Default Views, click Map view. The initial map view displays all devices
as icons against a white background. You can import an image of your office
layout to appear in the background, then click and drag each device icon to its
office location. The map is shared by all map views in the current workspace.
Information about a device can be viewed by moving the pointer over the icon.
Importing a Map Background
You can import an image of your office layout to appear in the map view
background.
1
2-2
User Guide
View Management
Click Browse to select an image file (.BMP or .JPG), then click Open.
My Views
You can set up custom views in addition to the default views. Custom views
appear on the left side of the screen under My Views. Dynamic or manual views
can be created or deleted. If desired, views can be placed in folders.
My Views lets you customize the devices, accounts, or hosts being displayed,
as well as column order, number of columns, and other view settings. To save
the view, click Update View.
In the menu bar at the top left of the screen, click File > New folder.
To save the new folder name, click outside the text box, or press Enter.
In the My Views pane at the left of the screen, click to highlight the view or
folder you want to rename.
2-3
View Management
Type the new name, replacing the old name in the text box.
To save the new name, click outside the text box, or press Enter.
In the menu bar at the top of the screen, click Edit > Remove from View.
Note: There is no confirmation dialog box after you click Remove from View.
Searches
Two types of searches are available for finding devices, accounts, or hosts with
particular characteristics. Search finds data in the currently displayed view.
Entries are not saved when you move from view to view. Advanced Search
finds all devices, accounts, or hosts in the database for the values selected in
the search dialog box.
Searching
Search will look in columns that have been removed from view. The results are
not saved when you move from view to view, or perform an Advanced Search.
Search does not check the expanded information area of the devices.
The search can find exact matches for full or partial terms in the following
columns or in Map view:
Device search: Display name, IP address, Host name, Model name
Account search: Account ID
Host search: Host name, Driver name, Queue name, IP address, OS
Information
Type an alphanumeric search term (64 character maximum) in the text box. As
you type, the search examines the data of all the devices, accounts, or hosts in
the original view.
To clear the search term, click the icon next to the Search text box. This
removes any text in the text box, and restores the view to the original list of
devices, accounts, or hosts before the search.
Advanced Searching
The Advanced Search feature is available for Default Views. It finds all
printing devices, accounts, or hosts in the database that match the selected
criteria. Up to six properties can be defined for the search. The search results
are displayed until you change to another view, or perform another search.
2-4
User Guide
View Management
Click OK. The application searches through all devices, accounts, or hosts, and
displays those that match the selected Criteria. In Map view, the search result
devices appear in their saved position in the office map.
Dynamic View
A dynamic view is a copy of a default or custom view that you create under My
Views. A dynamic view matches the current display in the right pane:
Device
General View, Capability View, Counter View, Firmware View, Asset
view, Map view
Account
Accounting devices view, Accounts View
Host
Host view, Host driver view, Host Queue View
Once created, you can name and modify the dynamic view as desired.
A dynamic view cannot be created when a manual view is selected under My
Views.
Modify the view as desired, then click View > Add Dynamic View.
2-5
View Management
Manual View
A manual view is a custom view that includes devices, accounts, or hosts
selected from an existing view.
Device
General View, Capability View, Counter View, Firmware View, Asset
view, Map view
Account
Accounting devices view, Accounts View
Host
Host view, Host Driver View, Host Queue View
Once created, you can name and modify the manual view as desired.
Advanced Search is unavailable for a manual view. A device or account can be
added to a manual view by selecting it in another view and dragging it to the
manual view.
With any view displayed, select one or more devices, accounts, or hosts from
the list or map.
Folder Reports
Folder reports provide detailed information about accounts or accounting
devices for all views in a custom folder. The folder must contain custom views
created from Accounting devices view or Accounts View. Once a folder
report is created, it can be exported and saved in .CSV or .XML format.
An Accounts Folder Report can be created, if the folder contains at least
one Accounts view. Only the accounts selected in the Accounts Folder
Report dialog box are included in the exported report.
An Accounting Devices Folder Report can be created, if the folder
contains at least one Accounting devices view. Only the devices selected
in the Accounting Devices Folder Report dialog box are included in the
exported report.
2-6
User Guide
View Management
Right-click on the desired folder and select Folder report, then select
Accounts or Accounting devices.
Select the format type, name the report, and click Save.
Updating a View
When any view under My Views is changed, an asterisk appears after its name
in the title bar until it is saved. You can save the updated view by clicking View >
Update View. Use this feature after any of the following:
Changing the column width or column order, adding or removing columns.
Using View > View as to change the view type.
Sorting the information in list columns.
Click Save.
In the Export List to CSV/XML dialog box, type or select a file path. The file
must have an extension of .CSV or .XML.
Click Save.
Duplicating a View
You can create a copy of a view in My Views. This is useful if you want to create
a new view that is only slightly different from an existing view.
2-7
View Management
Renaming a View
You can change the name of a view in My Views. Default views cannot be
renamed.
Type the new name, up to 64 characters, replacing the old name in the text box.
To save the new name, click outside the text box, or press Enter.
Deleting a View
You can delete a custom view from My Views. A deleted view cannot be
restored. Default views cannot be deleted.
Click Edit > Delete. There is no confirmation dialog box after you click Delete.
Refresh
Device, account, and host information are automatically updated according to
the polling schedules. At any time, you can manually update this information for
one or more devices. The following Refresh options are available:
Refresh
Select one or more devices and click View > Refresh to update the selected
devices.
Refresh All
Click View > Refresh All to update all views.
2-8
User Guide
3 Device
The Device menu is used for finding devices and managing device settings.
Device Properties
The Properties dialog box displays settings and status information about the
selected device. To open device properties, select a device, and click the
Properties icon. Alternatively, right-click on the device, and then in the context
menu click Properties. Settings may differ depending on your selected device.
The settings can include:
Basic device settings
This area shows the Display name, Model, Status, IP address, Host
name, Location, and Description of the printing device. The Panel
message box shows the information currently displayed on the device
operation panel. Display name, Location, and Description can be edited.
Device Alert
This area describes alerts that are currently occurring, and any
troubleshooting measures that can be taken.
Media Input
This area shows the trays and cassettes that are currently installed, their
capacity, and roughly how much paper they currently contain.
Capabilities
This area shows some of the key specifications of the currently selected
device.
Counters
This area shows a variety of counters for different types of paper or media
and output.
Firmware versions
This area lists the versions of firmware for various parts of the system.
Memory
This area shows the space available on the hard disk, memory card, optional
ROM, and in the RAM disk.
Asset
This area shows the MAC address of the network adapter in the device, the
Serial number of the device itself, and the Asset number which may be
assigned by your organization.
3-1
Device
Click the Properties icon to display information about the selected device.
Click Refresh to update any settings that might have been changed on the
device while this dialog box was open.
Administrator Login
For some models, administrator authentication is required to access selected
features in the Device and Account menus. Available features vary by model.
When you select the feature from a menu or context menu, you are prompted to
type one of the following in the Administrator Login dialog box:
Command Center password
Administrator login and Administrator password (with optional Use local
authentication)
Accounting administrator code
Operations on multiple devices do not prompt for the administrator login. Login
options must be selected in the Login section of the Communication Settings
dialog box.
Address Book
The Address Book is a list of individuals and their contact information that is
stored on the device. Each entry for an individual is called a contact, and
contacts can be organized into groups. This contact and group information is
stored on the device, and is used for faxing and scanning operations.
To open the address book, select a device in the device list, and select Device
> Address book.
Note: If authentication is set, accessing the address book requires the correct
Login user name and Password in the Communication Settings for the
device. If authentication on the device is not set, the login dialog box does not
appear so a user name and password is not needed.
The information that can be stored for each contact includes:
Number
Name (and furigana, if applicable)
Cover page (recipient, company, department). This information is
transmitted on a Network FAX.
E-mail
FTP (File Transfer Protocol)
SMB (Server Message Block)
FAX
3-2
User Guide
Device
Internet FAX
You can create One Touch keys to let you access address book entries by
pressing one key on the printing system's operation panel.
Adding Contacts
You can add individuals to the address book stored on a device.
In the menu bar at the top left of the Address Book, click Add contact. The
Contact Settings dialog box appears.
Enter an e-mail address, etc., and click OK to save the new address book entry.
Adding Groups
Contacts in the address book can be organized into groups. This is useful when
the device sends out notifications of certain types of events, for example.
In the menu bar at the top left of the Address Book, click Add group. The
Group Settings dialog box appears.
Enter the name of the new group. The name does not have to be unique.
In the Group Settings dialog box, click the Add members icon. The user list is
downloaded from the device and appears in the dialog box.
Device
The updated information is sent to the device.
Edit the information in the dialog box, and click OK to save the changes.
Select the contact or group to copy, and click the Copy icon.
Type a full or partial search string in the adjacent Search text box.
To clear the search results and display the entire address book again, click the
Clear search icon.
3-4
User Guide
Device
In the Address Book dialog box, click the Show One Touch keys icon, then
click the Add One Touch key icon.
In the Address Book dialog box, click the Show One Touch keys icon.
In the One Touch Key dialog box, select a list item and click One Touch key
properties to view the One Touch key details.
In the One Touch Key Properties dialog box, you can edit the Key name
and Destination.
3-5
Device
Searching One Touch Keys
In the One Touch Key dialog box, you can search by Number, Name, Address
number, and Address type. In the One Touch Key Destination dialog box,
you can search by Number, Address type, Name, and Destination.
Type a full or partial search string in the adjacent Search text box.
To clear the search results and display the entire list again, click the Clear
search icon.
In any Device view, right-click on a device and select Advanced > Install
driver.
In the Driver Installation wizard, select the host computer where the drivers will
be installed. Click Next. If one or more hosts cannot be accessed, a message
appears.
Click Have disk and browse to find a valid .INF file for each driver being
installed. Click Open, then click OK. Click Next.
On the Printer settings page, select available settings for each printer driver.
The port cannot be changed. Some options open another dialog box for
selecting settings.
You can click Common settings and apply some settings to all selected
printer models.
You can click Conflicts and select from available options.
You can click Import and select a configuration settings file (.KVP).
You can click Export and save current configuration settings in a .KVP file.
Click Next.
3-6
When installation is finished, you can click Export to save an installation log file
(.TXT).
User Guide
Device
Click OK.
In any Device view, right-click on a device and select Advanced > Uninstall
driver.
Select the check box next to each driver to uninstall. Select at least one driver
under each host. Click Next.
Click OK.
In any Device view, right-click on a device and select Advanced > Upgrade
driver.
In the Driver Upgrade wizard, select the host computers where the drivers are
currently installed. Click Next.
Select the drivers to be upgraded, then click Next. Click Have disk and browse
to find a valid .INF file for each driver being upgraded.
Click Finish to begin the upgrade process. When upgrade is finished, you can
click Export to save an upgrade log file (.TXT).
Click OK.
Device Users
Device users who are authorized to use a device are on a user list with their
login information and passwords. When user authentication is set, only users
who are administrators on the device are able to use the various functions of the
device.
3-7
Device
Note: To access the user list of a device, the correct Login user name and
Password must be in Communication Settings for the device. If an
administrator password is set for the device, then only an administrator can
change the user list.
Select a device.
3-8
Enter the name or part of a name to search in the adjacent Search text box.
User Guide
Device
To clear the search results and display the entire list again, click the Clear
search icon.
Select a device.
In the Simple Login Keys dialog box, click Add Simple Login key.
In the Add Simple Login Key dialog box, select an icon and type a name to a
maximum of 32 characters.
Select a Specific number from 1 to 20, or select Next available number to set
the number automatically.
Enter the name or part of a name to search in the adjacent Search text box.
To clear the search results and display the entire list again, click the Clear
search icon.
Jobs
The Jobs command opens the Jobs dialog box, where you can view
information about jobs currently in the queue for the device. Job logs show
information about recent jobs that were processed.
3-9
Device
Four types of status are available: Print jobs status, Send job status,
Store job status, and Scheduled job status.
Three types of job log are available: Print job log, Send job log, and Store
job log.
Select a device.
In the menu bar at the top of the Jobs dialog box, click Export.
Click Browse to select the file name and location to save the file.
In Maximum entries, select or enter the number of lines to save in the log.
Enter the name or part of a name in the adjacent Search text box.
To clear the search results and display the entire list again, click the Clear
search icon.
Stored Jobs
Stored Jobs lets you view Temporary and Permanent print jobs stored on the
hard disk. Stored print jobs can be printed or deleted from hard disk memory.
You can also print a list of stored jobs. This feature is supported for some
models with a hard disk installed.
3-10
User Guide
Device
Select a device.
Select a device.
Select a device.
In the Stored Jobs dialog box, click Print and select Print temporary job list
or Print permanent job list.
Select a device.
3-11
Device
Enter the name or part of a name in the adjacent Search text box.
To clear the search results and display the entire list again, click the Clear
search icon.
Document Box
A Document Box is a type of virtual mailbox on a device. It is used by
individuals and groups to manage files that are stored on the device.
Note: If authentication is set, accessing the document box requires the
correct Login user name and Password in the Communication Settings for
the device. If authentication on the device is not set, the login dialog box does
not appear so a user name and password is not needed.
Select a device.
Select Device > Document box to view the number, name, and owner for all
document boxes.
To view detailed information, select a box and click the Box properties icon. In
the Box Properties dialog box, you can edit selected information:
Name
Type the new box name.
Number
Select an available box number.
Owner
If available, select a new owner from the list.
Owner setting
Select the type of owner from the list.
Restrict usage (MB)
When available, set the value from 1 to 30000 MB.
Automatically delete files delay (days)
When available, select the time the file is saved in device memory, from 1 to
31 days.
Shared
Select to enable the box for multiple users.
3-12
User Guide
Device
Password change
You can set or change your password for the box, if desired.
Overwrite setting
Select to permit a new document to replace an existing document with the
same name.
Sub address
Type the subaddress. Available with Sub Address Boxes.
Delete after printed
Select this option to permanently remove a document from the box after it is
printed.
Select a device.
Select Type.
The default box type is Custom box. Some devices also support FAX box
or Sub Address Box for receiving Faxes.
Specify values or use the default values for the other settings.
Select a device.
In the Document Box dialog box, select a box from the list.
Click Export.
3-13
Device
Document Properties
Select a document in the Document Box dialog box and click the Document
properties icon to display information such as document size, resolution, and
page size.
In the Document Properties dialog box, you can change the name.
Document Views
An image of a document in the document box can be displayed as a thumbnail,
or in a preview pane by selecting a document and clicking on the View icon.
When a document is displayed in the preview pane, you can zoom and rotate
the image of each page, one page at time. You can use the arrows or the menu
to move to the next or the previous page.
Downloading a Document
You can download a document from a document box to your local computer.
In the Save As dialog box, select a location to save the file to, type a file name,
select PDF, TIF, JPG, or XPS file type, and click Save.
Enter the name or part of a name to find in the adjacent Search text box.
To clear the search results and display the entire list again, click the Clear
search icon.
In the left pane, select the document box containing the file to move.
Select one or more files, and move them by dragging from the right-side view to
the destination document box.
Virtual Mailbox
The Virtual Mailboxes dialog box lets you view the details of virtual mailboxes
created on the hard disk.
3-14
User Guide
Device
This feature is supported for some models with a hard disk installed. A
maximum of 255 virtual mailboxes can be created.
Select a device.
Select Device > Virtual mailboxes to view the name, ID, size and password
information for all virtual mailboxes.
Enter the name or part of a name to find in the adjacent Search text box.
To clear the search results and display the entire list again, click the Clear
search icon.
In the Virtual Mailboxes dialog box, select a virtual mailbox from the list.
Click Delete mailbox, then click Yes to confirm. If a password was set, type the
password. If the typed password is not correct, the virtual mailbox is not deleted.
Select a device.
In the Virtual Mailboxes dialog box, select a virtual mailbox from the list.
3-15
Device
Select a device.
In the Virtual Mailboxes dialog box, click Advanced. If a password has been
set, enter the password and click OK.
3-16
Select a device.
Device
Enter a new ID, name, and password. Retype the password to confirm, and
click OK. The same name cannot be used for more than one virtual mailbox.
Select a device.
In the Virtual Mailboxes dialog box, select a virtual mailbox and click Mailbox
properties.
In the Mailbox Properties dialog box, type a new Name, and type a password
from 1 to 65535. In Confirm new password, type the password again.
Click OK.
Select a device. To set the same notifications for more than one device, press
Ctrl or Shift + click to select devices.
In the menu at the top of the screen, click Device > Notification settings.
If you select Send e-mail to, enter one or more e-mail addresses, to a
maximum of three.
To save your selections and close the dialog box, click OK.
3-17
Device
Advanced Menu
In the Device menu, click Advanced. You can also right-click on a device and
select Advanced. The following selections appear:
Set multiple devices
This sends configuration parameters to multiple devices at the same time.
Manage applications
This wizard lets you install applications on printing devices.
Upgrade firmware
This wizard guides you in installing the most current firmware on devices.
Device default settings
This sets the default settings of the selected device, such as duplex, print
quality, paper input and output; plus copy, scan, and FAX settings. Only one
device may be selected at a time. Settings vary by model.
Device system settings
This sets the default settings of the selected device, such as operation panel
language, timer settings, and panel lock. Only one device may be selected at
a time. Settings vary by model.
Device network settings
This sets the network settings of the selected device, such as IP address, email settings, SNMP settings, FTP and SMB client settings, and protocol
settings. Only one device may be selected at a time. Settings vary by model.
Install driver
This wizard lets you install printer drivers on devices.
Upgrade driver
This wizard lets you upgrade printer drivers to a later version.
Uninstall driver
This wizard lets you uninstall printer drivers.
Authentication settings
This sets the authentication settings of the selected device, such as user
login and LDAP settings, and permitting jobs with unknown IDs. Only one
device may be selected at a time. Settings vary by model.
Network groups
This manages certain user access properties for an entire group of devices.
TCP/IP Send Data
This sends data directly to the interface of one or more selected devices.
Authentication Settings
Authentication Settings provides a convenient way for administrators to
manage user authentication and network user properties. Only one
Authentication Settings dialog can be opened per device. A maximum of three
dialogs can be open (for three different devices) at the same time.
Setting User Authentication
With Authentication Settings, an administrator can configure some MFP
devices to require a user login before it is accessed. If you select Use local
authentication, the device uses the Device User List to authenticate the login
3-18
User Guide
Device
user. If you select Use network authentication, the device uses the domain
server to authenticate the login user. Support varies by model.
In the menu bar at the top of the screen, click Device > Advanced >
Authentication settings.
If you want to set user authentication as a device setting, click Enable user
login.
Type a domain name in the Domain name text box. The maximum length is
254 characters.
For some models, multiple domains can be selected from a list of registered
domains. If more than one domain is specified, select one for the default.
Select a Server type from the list. If the server type is not Ext., only Server
type, Host name, and Port number settings are available.
You can proceed through the rest of the dialog box, or you can click OK to save
your settings and close the dialog box.
Select a device in the device list. In the menu bar at the top of the screen, click
Device > Advanced > Authentication settings.
Select the Permit jobs with unknown IDs check box. Click OK to save all your
settings.
If you want to restrict the device with a user login, clear the Permit jobs with
unknown IDs check box. In the printer properties for the device, you must also
click Device Settings > Administrator, and select User Login. Type the user
name and password for a specific user, or choose to have the device prompt for
the user name.
Device
Click OK.
Click OK.
Under ID card login settings, select Allow keyboard login to enable keyboard
login. Clear the check box to disable this feature.
If Allow keyboard login is selected, you can select Password login to require
a password.
3-20
In the menu bar, click Device > Advanced > Authentication settings.
User Guide
Device
Select the Obtain network user properties check box. Only ASCII characters
are allowed in the text boxes.
Type the server name in the Server name text box, to a maximum of 64
characters.
Select the Port number from the list. Available port numbers range from 1 to
65535.
Select the Search timeout (seconds) from the list. The range is from 5 to 255.
Select an Encryption type from the list. The LDAP encryption can be saved to
SSL/TLS, STARTTLS, or it can be set to Off.
Select an Authentication type from the list. You can select from Simple or
SASL.
10
The device uses the Acquisition of user information settings for search and
retrieval of login user information from the LDAP server.
Type a valid user name in the Name 1 text box, to a maximum of 32 characters.
Type another valid user name in the Name 2 text box, to a maximum of 32
characters.
Type a valid e-mail address in the E-mail address text box, to a maximum of 32
characters.
11
Network Groups
You can add, delete, edit, authorize, and search for groups. The maximum
number of groups that can be added to the list is 20.
Network Groups List
The device display name and IP address appearing in the title at the top of the
Network Groups dialog box represent the selected printing system. Below the
title, a toolbar with icons lets you add, delete, edit, authorize, and search for
groups. The list of groups can be refreshed to show the latest additions and
deletions. The number of groups currently selected and the total number of
groups are shown at the bottom left of the dialog box. The dialog box can be
resized horizontally and vertically, minimized, maximized, or restored.
The Network Groups list occupies most of the dialog box. It contains up to 20
groups, plus the Other group which is needed by the application. The
information for this group is displayed in bold font, and represents standard
authorization. The columns in the list contain the ID and Name assigned to each
of your groups when added or last edited. The list can be sorted by either
column in ascending or descending order by clicking one of the column
headers.
Adding or Editing a Network Group
You can add a new network group, or edit the information of an existing group.
3-21
Device
In the menu bar, click Device > Advanced > Network groups. Alternatively,
right-click on the device, and then in the context menu, click Advanced >
Network groups.
The Add Group dialog box and the Edit Group dialog box contain the same
settings. For the group named Other, the Group ID and Group name cannot
be edited, but the Access level and Job authorization settings can be edited.
In the Group information section, in the Group ID text box, type an identifying
number of up to 10 numeric characters.
In the Group name text box, type a name for the group. The maximum number
of alphanumeric characters is 32.
After making all your changes, click OK to save all your changes. The new
group will be added to the group list for the selected device, or your edits will be
saved to the existing group.
You can delete a network group by selecting it in the list and clicking Delete
group. The group named Other is used by the application and cannot be
deleted.
In the menu bar at the top of the screen, click Device > Advanced > Network
groups. Alternatively, right-click on the device, and then in the context menu,
click Advanced > Network groups.
3-22
User Guide
Device
Enter the name or part of a name to find in the adjacent Search text box.
To clear the search results and display the entire list again, click the Clear
search icon.
In the device list, select a device. To send data to more than one device, press
Ctrl or Shift + click to select devices.
In the menu at the top of the screen, click Device > Advanced > TCP/IP Send
Data.
In the TCP/IP Send Data dialog box, select the TCP port or IPPS path. You can
select the Default TCP port or a Specified TCP port as the transmission
method. The port number must match one of the logical printers defined in the
Command Center for the device. The range is 1-65535. If you want to transmit
with IPPS, select IPPS and type a valid Path into the text box.
To send data from a file to the device, select File, click the Browse button, and
select the file. Use this option to send macros or printable files, such as PDF or
PRN.
To send data as text, select Text and type the text in the box. Use this option to
send PRESCRIBE commands. Click History to access any of the past 10 sent
text strings.
Device Applications
You can install applications on one or more printing devices by using the
Manage Applications feature. You can also uninstall applications and activate
applications remotely.
Applications are created by dealers or third-party companies to enhance
printing, copying, or accounting features.
3-23
Device
In the Manage Applications wizard, select Install application. You can select
the check box to activate the application after installation. Click Next.
Click Browse to find a valid application package file (.PKG), and click Open.
Click Next.
If the check box was selected in step 3 and the selected application requires a
license key, the Apply license keys page will appear. Select a method to
choose license keys:
Enter license key
Type a valid 20-digit license key, separated by a hyphen for each 4 digits,
and click OK.
Import license keys
Click Import, and browse to find a valid license key file (.CSV).
If the application is not being activated during this installation, the Apply
license keys page does not appear.
Click Next.
When installation is finished, you can click Save log to save an installation log
file (.CSV).
You can remove an application by opening the Applications dialog box for one
device, selecting an application, and clicking Uninstall.
Browse to find a valid application package file (.PKG), and click Open, and then
click Yes to confirm.
You can remove an application by opening the Applications dialog box for one
device, selecting an application, and clicking Uninstall.
3-24
User Guide
Device
On the Select source device page, select one device. Click Next.
If the application requires a license key, the Apply license keys page will
appear. For each device, select a method to choose license keys:
Enter license key
Type a valid 20-digit license key, separated by a hyphen for each 4 digits,
and click OK.
Import license keys
Browse to find a valid license key file (.CSV), and click Open.
Click Next.
3-25
Device
In the Applications dialog box, select the application and click Activate.
In the License Key Settings dialog box, select a license key option:
Without license key
If a license key is not required, click OK.
Use the following license key
Type a valid 20-digit license key, separated by a hyphen for each 4 digits.
Click OK.
Searching Applications
In the Applications dialog box, you can search by Name or Version.
Enter the name or part of a name to find in the adjacent Search text box.
To clear the search results and display the entire list again, click the Clear
search icon.
3-26
User Guide
Device
In the Export Devices to CSV/XML dialog box, type or select a file path. The
file must have an extension of .CSV or .XML.
Click Save.
3-27
4 Account
The Account menu is used to find accounts and manage account settings.
Administrator Login
For some models, administrator authentication is required to access selected
features in the Device and Account menus. Available features vary by model.
When you select the feature from a menu or context menu, you are prompted to
type one of the following in the Administrator Login dialog box:
Command Center password
Administrator login and Administrator password (with optional Use local
authentication)
Accounting administrator code
Operations on multiple devices do not prompt for the administrator login. Login
options must be selected in the Login section of the Communication Settings
dialog box.
In the Add devices to account dialog box, select one or more available
devices.
4-1
In the Add New account dialog box, type an Account ID up to 8 digits and an
Account name up to 32 characters. If applicable, type furigana up to 32
characters.
Account
Account Properties
The Account Properties dialog box contains information about counters and
usage restrictions for an account. The device must be managed before the
properties can be displayed. To view the dialog box, click Account > View
accounts on this device, and then select Account properties.
General
ID number and name of the account (and furigana, if applicable).
Counters by function
Counters for number of pages printed, copied, or faxed.
Counters by media
Counters for number of pages used of various media types or sizes.
Counters by duplex/combine
Counters for single-sided, double-sided, and combined printing (2 in 1 and 4
in 1).
Counters for scanned pages
Counters for number of pages scanned for the copy, FAX, or other functions.
Counters for FAX transmission
Counters for number of pages transmitted, and the total transmission time.
Timestamp
The date and time when the counters were last updated.
Usage restriction by print
Enables limiting the number of pages allowed for printing in full color or
single color.
Usage restriction by copy
Enables limiting the number of pages allowed for copying in full color or
single color.
Usage restriction by scan
Enables limiting the number of pages allowed for scanning.
Usage restriction by FAX
Enables limiting the number of pages allowed for sending by FAX.
Reset counters
Resets all of the above counters to zero.
Usage Restrictions
Restrictions can be placed on individual accounts on a given device to limit the
number of pages that can be output. Restrictions can be specified for each
function of the device, such as printing and copying, and limited to the number
of full color or single color pages output, or to the total number of pages output.
The three options include the following:
Off
Usage is not restricted.
Counter limit
The administrator sets the usage limits and resets the limits if the maximum
is reached.
4-2
Account
Reject usage
Usage is restricted.
Device Accounts
To view the Device Accounts, select Accounting devices view, right-click on
a device, and select View accounts on this device. This dialog displays
information about accounts associated with this device. Accounts can be
created on the device, and existing accounts can be added or deleted. Reports
can be made about this account, including the account ID list, counter
information, and accounting information. A Search text box is also available to
search the list of device accounts.
Account Devices
To view the Account Devices dialog box, select the Accounts view, right click
on an account, and select View devices for this account.
The dialog box displays a list of the various devices that are associated with this
account. The information shown includes the model name of each device, its
network information and counter information. Devices can be added to or
removed from this account. Reports can be made about this account, including
the account ID list, counter information, and accounting information. A Search
text box is also available to search the list of printing devices.
In the Account menu, select View devices for this account or View accounts
on this device.
Click File > Export > Accounts, then select an export option:
Account IDs
Exports the account ID list that is saved in the printer driver.
Counters
Exports device counter information.
Information
Exports device accounting information.
4-3
User Guide
Account
In the Export dialog box, type or select a file path. Depending on the file type,
the file must have an extension of .CSV or .XML.
Counter Reports
Counter reports provide detailed counter information about devices in the
current view. Counter reports require Mail settings be set in Edit > Options.
Reports can be sent to multiple recipients and scheduled for a specified time
and day.
The report contains the same printer system and counter information that is
shown in the view. Each view can have one counter report, and a total of 5
counter reports can be created.
The counter report has a user-specified name, and can be sent to the e-mail
addresses specified in a list. The report can be sent daily, weekly, or monthly.
The e-mail can contain a user-specified message in the subject line. The
attached file can be in CSV or XML format.
Click OK.
In the Counter Reports dialog box, select a report and click Properties.
In the Counter Report Properties dialog box, change any settings as needed.
Click OK.
4-4
Account
Manage Device
When an accounting device is managed, you can use notification and reporting
features, create and view accounts, and reset counters. An unmanaged device
can only use a limited set of features.
Reset Counters
The job accounting counters of one or more devices can be reset to zero. To
use this feature, the device must be set as managed in Accounting devices
view.
In the Account menu, click Reset counters, then click Yes to confirm.
4-5
User Guide
Account
In the menu at the top of the screen, click Device > Notification settings.
If you select Send e-mail to, enter one or more e-mail addresses to a maximum
of three.
To save your selections and close the dialog box, click OK.
For the selected device, you can view or select these options:
General
Job accounting
Media type
Error handling
Additional
4-6
Account
In the Device Accounting Settings dialog box, click Job accounting. The list
of options is expanded.
Select to enable Job accounting, and enable or disable counts for the following
printing system functions:
Job accounting for copying
Job accounting for printing
Job accounting for scanning
Job accounting for FAX
If you are finished selecting Job accounting options, you can select other
options in the dialog box, or you can save all your selections by clicking OK. If
you do not want to save any of your selections, click Cancel. The dialog box
closes and the application returns to the Accounting devices view or Device
Accounts dialog box.
For each desired counter, select a page Size and Type from the lists.
If you are finished selecting Media type options, you can select other options in
the dialog box, or you can save all your selections by clicking OK. If you do not
want to save your selections, click Cancel. The dialog box closes and the
application returns to the Accounting devices view or Device Accounts
dialog box.
Handling Errors
You can select how to handle the job when an error has occurred.
In the Device Accounting Settings dialog box, click Error handling. The list of
options is expanded.
You can print reports for one or both of the following errors:
Print report on illegal account error
Print report on exceeded counter limit
You can cancel the job, or issue a warning, for the following errors:
Cancel job on illegal account error
Cancel job on exceeded counter limit
From each of the lists select Prohibit from next job, Prohibit at once, or Alert
only.
4-7
User Guide
Account
If you are finished selecting Error handling options, you can select other
options in the dialog box, or you can save all your selections by clicking OK. If
you do not want to save any of your selections, click Cancel.
In the Device Accounting Settings dialog box, click Additional. The list of
options is expanded.
If you want the count of copy pages separate from the count of print pages,
select Individual. If you want the count of copy and print pages added together,
select Total.
If you are finished selecting Additional options, you can select other options in
the dialog box, or you can save all your selections by clicking OK. If you do not
want to save any of your selections, click Cancel. The dialog box closes and the
application returns to the Accounting devices view or Device Accounts
dialog box.
Accounting Multi-Set
Accounting Multi-Set lets you send configuration parameters for device
accounting to multiple devices simultaneously.
In Accounting devices view, select the devices that will receive settings by
pressing the Ctrl key, and clicking on the devices. You can also select groups of
devices by pressing the Shift key and clicking the first and last of adjacent
devices in the list.
In the menu bar at the top of the window, click Device > Advanced > Set
multiple accounting devices. Alternatively, you can right-click on a selected
device, and select Set multiple accounting devices from the context menu.
The Multi-Set wizard opens.
In the Device Group page, the application has filtered the selected devices by
those Multi-Set supports. The devices are organized by product group.
Select one group to apply settings to, and click Next.
4-8
Account
These are settings for job accounting, media type, error handling, permitting
job processing without an account ID, and copy counter.
Account List
This is a list of device accounts with information about print, copy, scan and
FAX counts.
On the Settings page, select the category of settings to copy to the destination
devices. Only one category of settings can be selected for each Multi-Set
process. Click Next.
The Confirmation page shows a list of the settings you have made. You can
click Edit settings to open a dialog box to make changes to the settings. If you
want to save your settings to a file, click Save to file. The settings are saved to
a file with the extension .XML. Click Finish.
If the process completes successfully, the properties or settings are copied from
the source device to the destination device. Click Close.
If the process does not complete successfully, you can click Details to see a list
of the errors. If you want to save the error list, click Export to open a dialog box
for saving to a log file. Browse or type a file name with an extension of .CSV.
Click Save, and then click Close.
Type a file path, or click Browse to locate and select a file you want to use. You
have the option to open the following format:
Multi-Set template from the current software version (.XML)
4-9
The Confirmation page shows a list of the settings you have made. You can
click Edit settings to open a dialog box to make changes to the settings. If you
want to save your settings to a file, click Save to file. The file is saved in .XML
format.
User Guide
Account
Click Finish.
If the process completes successfully, the properties or settings are copied from
the file to the destination device. Click Close.
If the process does not complete successfully, you can click Details to see a list
of the errors. If you want to save the error list, click Export to open a dialog box
for saving to a log file. Browse or type a file name with an extension of .CSV.
Click Save, and then click Close.
On the Method page, click Create New. Click Next. A dialog box opens
containing settings for the option you selected on the Settings page. Make your
changes to the settings.
The Confirmation page shows a list of the settings you have made. You can
click Edit settings to open a dialog box to make changes to the settings. If you
want to save your settings to a file, click Save to file. The settings are saved to
a file with the extension .XML.
Click Finish.
If the process completes successfully, the new properties or settings are copied
to the destination device. Click Close.
If the process does not complete successfully, you can click Details to see a list
of the errors. If you want to save the error list, click Export to open a dialog box
for saving to a log file. Browse or type a file name with an extension of .CSV.
Click Save, and then click Close.
Export
When viewing device accounts or accounting devices, the displayed information
can be exported and saved to a .CSV or .XML file on your computer or network.
The following export options are available:
Account IDs: Displays the account ID list. This file can be imported into a
printer driver.
Counters: Displays job accounting counters by account ID.
Information: Displays all accounting counters.
Account
4-11
User Guide
5 Host
The Host menu is used for managing printer drivers and print queues. In host
views, you can install, upgrade, or uninstall printer drivers on host computers,
and select login settings.
Adding Queues
You can use the Create Queue wizard to add queues to the Host Queue View
list.
In the Create Queue wizard, select one or more hosts. Click Next.
If required, select a domain login option, and then click OK.
Click Have disk, browse for a valid 32-bit or 64-bit .INF file (or both) for the
printer model, and click OK. Click Next.
Change available settings for each host. Clicking some options opens an
additional dialog box.
You can click Import to browse for a settings file (.KVP) for the selected driver,
or save your current settings by clicking Export.
You can click Common settings and apply some settings to all selected printer
models.
After you have finished making changes on the Printer settings page, click
Next.
10
11
Host
Printer settings page of the Create Queue wizard, click Common settings,
and select available options:
Under Factory Default, select Yes or No. With Yes selected, browse to find
a profile (.KXP), and then click Upload.
Under Plug-ins, select from the available plug-ins to install.
In the Comments box, type your comment.
You can click Open and browse for a .KVP file containing saved
configuration settings for printer drivers.
You can click Save and save current configuration settings in a .KVP file.
Conflicts Options
When creating a new queue or installing a printer, you can select from available
installation options.
Printer exists:
Keep Settings
Current printer settings are not changed.
Override
You can change printer settings.
Driver exists:
Does nothing
Settings for the existing driver are not changed and a new driver is not
installed.
Upgrade
You can upgrade the driver to a later version.
Share name exists:
Add suffix
The new printer name contains extra characters.
Fail
The new printer is not installed.
No share
The printer is not shared.
Port is not available:
File
The port is set as File.
LPT1
The port is set as LPT1.
Fail
The printer is not installed.
1
5-2
Host
Click Edit.
From the Setting list, double-click the Allow Print Spooler to accept client
connections policy.
Select Enabled so the print spooler will always accept client connections.
Click OK.
Restart the print spooler for changes to this policy to take effect.
5-3
Host
Click OK.
In Host view, select one or more host computers from the list.
On the Printer settings page, select available settings for each printer driver.
Some options open another dialog box for selecting settings.
You can click Common settings and apply some settings to all selected
printer models.
You can click Conflicts and select from available options.
You can click Import and select a configuration settings file (.KVP).
You can click Export and save current configuration settings in a .KVP file.
Click Next.
When installation is finished, you can click Export to save an installation log file
(.TXT).
Click OK.
5-4
In Host view, select one or more host computers from the list.
Host
In the Select the INF file for each driver page, click Have disk, browse to find
a valid .INF file for each driver (32-bit or 64-bit) that is being upgraded, and click
OK. Click Next.
Click Finish to begin the upgrade process. When upgrade is finished, you can
click Export to save an upgrade log file (.TXT).
Click OK.
In Host view, select one or more host computers from the list.
In the Driver Uninstallation wizard, expand the list of printer drivers under
each host.
Select the check box next to each driver or queue to uninstall. Select at least
one driver under each host. Selecting a driver also selects the associated
queue. Click Next.
Click OK.
Right-click on the queue or queues, and in the context menu, click Install
additional driver.
Browse for a 32-bit or 64-bit .INF file for the printer model, and then click OK.
Click Next.
Host
Click Finish to install the additional driver. You can click Export to create and
save an installation log file (.TXT).
Click OK. The added printer driver does not appear in host views, but can be
upgraded or uninstalled.
Select Host > Show printer drivers to view drivers, or Host > Show print
queues to view queues.
In the Host Administrator Login dialog box, select Use this login to access
the host.
In any Host view, click Host > Domain administrator login settings.
3
5-6
Click OK.
User Guide
Host
If administrator login rights have not been set, the Domain Administrator
Login dialog box appears when adding hosts and when installing, upgrading, or
uninstalling printer drivers. For security purposes, this information is cleared
when you exit the application.
In the Export Hosts dialog box, type or select a file path. The file must have an
extension of .XML.
Click Save.
If the Configure Printer Settings wizard was accessed from Host view, select
one or more installed printer drivers. Click Next.
Click on the available options under each selected driver to change the settings.
When finished making your changes, click Next.
Click OK.
5-7
6 Communication Settings
Communication Settings control the network communications with each
device. Available settings vary depending on the model and can include
Network interface settings, Secure protocol settings, Login, Account
polling settings, and Device polling settings.
If authentication is enabled on the device, the Login user name and Password
must be set correctly in the Communication Settings dialog box for access to
device features, such as Address Book, Users, or Document Box.
In the menu bar at the top of the screen, click Device > Communication
settings.
TCP/IP Port
Some operations send a command or command file via logical printer port. The
default logical printer port numbers begin with 9100. The valid range for port
numbers is 1024 to 65534. The number must match the port number of one of
the logical printers defined for a device. To determine the port number, see the
Logical Printers web page in the Command Center or the device home page.
Click Device > Device home page in the menu bar. Log in to the Command
Center, then click the Advanced tab.
To the left of the page, select TCP/IP, and then select Logical Printers. The
TCP/IP Port Number is displayed for each logical printer. One of these logical
printer ports must match the port number entered in Communication Settings.
A restart may be required for logical printer changes to take effect. Use the
Reset page in the Command Center Basic tab.
6-1
User Guide
Communication Settings
Note: In older models, set the port number from the device home page. Select
Networking > Logical Printers. To restart, select General > Reset.
Communication Timeout
Enter the number of seconds the server should wait for the printing device to
respond to an SNMP or SOAP request. The available range is from 5 to 120
seconds.
Login Settings
The Login section lets you set user login information. The feature can be set if at
least one selected device supports the User Login feature.
For an account device, select whether to use Apply same user information
as Device Management (available when user information is stored in
Communication Settings) or Use another users information. If Use
another users information is selected, enter the Login user name and
Password for the device.
For some models, select whether to use local or device authentication.
6-2
Communication Settings
Information is gathered about the current operational state of the device,
such as error conditions, panel messages, and operating mode. The
available range is between 5 and 300 seconds.
Counter Polling
Information is gathered about the values held by various counters in the
device, such as number of color pages printed, number of black and white
pages, number of faxes received, and so on. The available range is between
1 and 10000 minutes.
Toner level polling
Information is gathered about the current level of toner in the device. The
available range is between 1 and 10000 minutes.
6-3
User Guide
7 Multi-Set
Multi-Set lets you send configuration parameters to multiple devices
simultaneously.
In the device list, select the devices that will receive settings by pressing the Ctrl
key, and clicking on the devices. You can also select groups of devices by
pressing the Shift key and clicking the first and last of adjacent devices in the
list.
On the menu bar at the top of the screen, click Device > Advanced > Set
multiple devices. Alternatively, you can open the wizard by right-clicking on
one of the selected devices in the device list. In the context menu, click
Advanced > Set multiple devices.
In the Device Group page, the application has filtered the selected devices by
those Multi-Set supports. The devices are organized by product group.
Select one group to apply settings to, and click Next.
Multi-Set
Settings that define local or network authorization for accessing a device.
These settings vary by device.
Device User List
Login user name, user name (and furigana, if applicable), password, e-mail
address, account name, account ID on the device, and administrator access
permission.
Device Address Book
Number, name, furigana (if applicable), e-mail, FTP address, SMB address,
FAX, internet FAX addresses, and address groups.
Device Document Box
Users' custom and FAX boxes.
Device Network Groups
Creation of groups used for group authorization, and enabling/disabling of
groups. The availability of these settings depends upon the device.
Device Virtual Mailbox
Virtual mailboxes, including ID, name, and maximum VMB size are included.
To select source device settings to copy, follow these steps:
On the Settings page, select the category of settings to copy to the destination
devices. Only one group of settings can be selected for each Multi-Set process.
Click Next.
The Confirmation page shows a list of the settings you have made. You can
click Edit settings to open a dialog box to make changes to the settings. If you
want to save your settings to a file, click Save to file. The settings are saved to
a file with the extension .XML. Click Finish.
If the process completes successfully, the properties or settings are copied from
the source device to the destination device. Click Close.
If the process does not complete successfully, you can click Details to see a list
of the errors. If you want to save the error list, click Export to open a dialog box
for saving to a log file. Browse or type a file name with an extension of .CSV.
Click Save, and then click Close.
Type a file path, or click Browse to locate and select a file you want to use. You
have the option to open the following formats:
Multi-Set template from the current software version (.XML)
Address Editor data file (.AED)
7-2
User Guide
Multi-Set
The Confirmation page shows a list of the settings you have made. You can
click Edit settings to open a dialog box to make changes to the settings. If you
want to save your settings to a file, click Save to file. The file is saved in .XML
format.
Click Finish.
If the device must be restarted to save the settings, a message appears. Click
OK to close.
If the process completes successfully, the properties or settings are copied from
the file to the destination device. Click Close.
If the process does not complete successfully, you can click Details to see a list
of the errors. If you want to save the error list, click Export to open a dialog box
for saving to a log file. Browse or type a file name with an extension of .CSV.
Click Save, and then click Close.
On the Method page, click Create New. Click Next. A dialog box opens
containing settings for the option you selected on the Settings page. Make your
changes to the settings.
The Confirmation page shows a list of the settings you have made. You can
click Edit settings to open a dialog box to make changes to the settings. If you
want to save your settings to a file, click Save to file. The settings are saved to
a file with the extension .XML.
Click Finish.
If the process completes successfully, the new properties or settings are copied
to the destination device. Click Close.
If the process does not complete successfully, you can click Details to see a list
of the errors. If you want to save the error list, click Export to open a dialog box
for saving to a log file. Browse or type a file name with an extension of .CSV.
Click Save, and then click Close.
Overwriting Settings
You can overwrite settings on the destination device. On the Method page,
select the Overwrite settings on target device check box, which appears
when you have selected any of these options on the Settings page:
Device User List
7-3
Multi-Set
Device Address Book
Device Document Box
Device Network Groups
Device Virtual Mailbox
If this check box is selected, the setting template will be copied over the
destination device settings. Clear this check box to ensure that only settings that
do not overlap with existing settings are written.
7-4
User Guide
8 Firmware Upgrade
This section describes how to install firmware on supported devices. From a
master file, you can install firmware on a single device or groups of devices.
When upgrading multiple devices or a group, the process bypasses any devices
that do not match the models for the selected firmware. If there are no matching
devices that require a version upgrade, a message appears.
The firmware file is provided by an administrator or dealer. If the firmware file
version is older than the installed version on the device, then the firmware is
downgraded.
Before performing a firmware upgrade, ensure TCP ports 800-810 are available
and not blocked by a firewall.
Note: If local authentication is on, an administrator must type a Login user
name and Password in Device > Communication Settings > Login. All
settings and passwords for the source and destination devices must be correct
in Communication Settings for a successful Firmware Upgrade completion.
The Start of Job String must be blank for the logical printer used. You can
check or modify this setting in the devices home page.
On the Warning page, select the check box to acknowledge and accept risk.
Click Next.
8-1
Firmware Upgrade
On the Select Firmware page, type the path for the firmware file, or click
Browse to find a valid firmware file and click Open. Click Next.
Note: Firmware files are not provided with this application. Consult your
dealer.
You can click Cancel to abort an upgrade that has not yet started. This does not
stop upgrades that are currently processing.
When upgrades are finished, you can view or save a copy of the log, or click
Close.
Finishing Options
While an upgrade is in progress, several features are available on the final page
of the wizard:
Log
Displays detailed upgrade information for each device.
Search
Enter the value or part of the value of an IP address or Host name in the
Search text box. To clear the search results and display the entire list again,
click the Clear search icon.
Counters
Displays the number of devices by current upgrade status.
Save log
Click to save a .CSV log file containing information about the upgrade.
Close / Cancel
Displays a Close or Cancel depending on the upgrade status. Cancel
allows you to quit the process for devices that are still in queue. It does not
affect the devices that are already being upgraded. Close indicates all
upgrades are completed.
8-2
User Guide
9 Workspaces
A workspace is a collection of files including device information and view
settings. The workspace data appears in the device list or map, and the left
pane of the screen.
A workspace is identified with a user name and password. When a user opens
the application, the last workspace from that user's history is automatically
opened. When the user closes the application, the workspace is automatically
saved. Normally, a user needs only one workspace, but if there is more than
one location, with a list of different devices, additional workspaces can be
defined.
You can import a file into a workspace, or export a workspace to a file. A
workspace can also be exported to another filename for backup purposes. A list
(current view) can be exported to a file, and current workspace devices can be
exported to a file.
In the menu bar at the top left of the screen, click File > New workspace.
Type a name for the new folder, and click OK. The current workspace is saved
and closed before opening the new workspace.
In the menu bar at the top left of the screen, click File > Open workspace.
Browse to the location of an existing workspace and click that workspace folder.
Click OK. The current workspace is saved and closed before opening the
selected workspace.
9-1
Workspaces
In the menu bar at the top left of the screen, click File > Import to new
workspace.
In the Import To New Workspace dialog box, under File, type a file path or
click Browse to select a workspace file. The file must have an extension of
.KVX, .XML, or .KV3.
Under Workspace folder, type a file path or click Browse to select a folder to
save the workspace file in.
Click OK. The application automatically saves the current workspace, and
opens the one you have selected to import.
In the menu bar at the top left of the screen, click File > Export > Workspace.
9-2
User Guide
Workspaces
In the menu bar at the top left of the screen, click File > Open recent.
Select the desired workspace from the list. If another workspace is already
open, the application automatically saves and closes it before opening the
selected workspace.
9-3
10 Options
You can choose settings for certain system authentication and communications
options, set or change a local password for users who do not have administrator
rights on a computer and configure the application to send e-mail notifications to
users about certain device conditions. The application lets you also set default
device or account polling settings for new devices and choose settings for the
trap server, the SNMP trap packet receiver which runs in the application.
In the menu bar at the top left of the screen, click Edit > Options.
In the Host text box, type the SMTP (e-mail) server name, and in Port, type the
port number.
In the Sender name text box, type the sender's name, and in the Sender
address, type the sender's e-mail address.
To test the connection to the SMTP server, click Test connection. A message
appears to indicate whether the application was able to successfully connect to
the SMTP server. If necessary, correct the host name and port number and test
the connection again.
Note: Test connection does not check the validity of the user name and
password.
To save your settings and close the Options dialog box, click OK.
10-1
User Guide
Options
In the menu bar at the top left of the screen, click Edit > Options. In the
Options dialog box, click Authentication.
In the New password text box, type a password for a local user. A password is
a maximum of 32 characters. A blank password is allowed.
In the menu bar at the top left of the screen, click Edit > Options.
Select Status polling if you want to track the condition of devices, such as
whether a device is offline, or has a cover open. Type the number of seconds or
click the up and down arrows to select a polling Interval (seconds). The
available range is between 5 and 300 seconds. The default value is 60 seconds.
Select Counter polling if you want to count pages, such as total printed pages,
or printed color pages. Type the number of minutes or click the up and down
arrows to select a polling Interval (minutes). The available range is between 1
and 10000 minutes. The default value is 60 minutes.
Select Toner level polling if you want to track the amount of toner available in
the devices. The toner level column in the device lists shows the relative
amount of toner in a rectangular icon. If the toner is empty, an exclamation mark
shows in the icon. Toner level polling shows the amount of black toner for
black and white devices. For color devices the polling shows the amounts of
black, cyan, magenta, and yellow toners.
Type the number of minutes or click the up and down arrows to select a polling
Interval (minutes). The available range is between 1 and 10000 minutes. The
default value is 1440 minutes.
To save your settings and close the Options dialog box, click OK.
Options
packets, the user has to start the trap server and then configure the SNMP trap
on the device as described in the device documentation. TCP port 162 must be
available and not blocked by a firewall.
In the menu bar at the top left of the screen, click Edit > Options.
Server status shows if the trap server is running. If the trap server is not
running, you can click Start.
If a connection cannot be made with the trap server, a message appears. See
the log file at C:\Program Files\Kyocera\NetViewer\KNV\log for an error
message as to why the trap server failed to start. Correct the error, and try again
to start the trap server.
If the trap server is running, you can click Stop to halt it. The server status will
change to indicate it is not running.
5
6
If you want to allow the receipt of SNMP trap packets that have the same
community name as the trap community (which is stored in the application),
type the trap community name in the Trap community text box. The default is
public.
If you want to start the trap server whenever the application is started, select
Automatically run trap server when the program starts. The default is for
the option to be cleared: to not allow the trap server to start automatically.
Click OK to save your settings and close the dialog box.
In the menu bar at the top of the window, click Edit > Options.
Select the Default account counter polling for new devices check box.
For the Account counter polling interval, select Daily, Weekly or Monthly
from the list.
In the Time text box, type a valid time that you want polling to occur, or use the
up-and-down arrows to select a time.
If you selected Weekly for the Account counter polling interval, select the
day of the week you want polling to occur from the Day list.
If you selected Monthly for the Account counter polling interval, select the
numeric day of the month you want polling to occur from the Date list.
10-3
User Guide
Options
Select a Warning level. The polling action issues a warning when either 60% or
more of available accounts are counted, or 80% or more of available accounts
are counted. The default is 60%.
Click OK to save your account polling settings. If you do not want to save the
settings you just made, click Cancel.
10-4
Latin America
8240 NW 52nd Terrace Dawson Building, Suite 100
Miami, Florida 33166, USA
Phone: +1-305-421-6640
Fax: +1-305-421-6666
49 Kyalami Boulevard,
Kyalami Business Park 1685 Midrand, South Africa
Phone: +27-11-540-2600
Fax: +27-11-466-3050